1. Document Overview

Mitanin is the mobile application used by Chhattisgarh's community health workers, called Mitanins, to record health care activities and generate monthly incentive claims. This document defines the requirements for the Incentive Verification module of the Mitanin application, covering two roles: the Mitanin Trainer (MT), who reviews a defined set of activities, and the ANM, who provides final approval or rejection of each Mitanin's monthly claim.

Target Users	Mitanin Trainer, ANM
Primary Audience	Product managers, engineering and backend teams, UI/UX designers, program stakeholders
Phase	Phase 1
Platform	Android mobile application
Approval Level	Mitanin Trainer reviews four defined incentive activities. ANM reviews the complete monthly claim and gives the final approval or rejection.
Future Scope	Web portal access, and any expansion of the Mitanin Trainer's reviewed activity list as decided by the program team

Please refer to the Mitanin-Trainer-ANM-Prototype.html for the clickable prototype.

2. Background and Context

Mitanins record their health care activities in the Mitanin app and generate monthly incentive claims. Verifying these claims today depends on manual checks and paper registers, which is slow and hard to audit. This module replaces that manual process with a digital, two-step verification workflow: the Mitanin Trainer checks a small set of activities she can personally confirm through her own fieldwork with the Mitanins she trains, and the ANM reviews the whole claim and gives the final decision for the month.

3. Problem Statement

No digital interface exists today for verifying Mitanin incentive claims.
Verification depends on paper registers, which is slow and inconsistent.
Delays in verification lead to delays in incentive payment.
There is no structured, auditable record of who verified what and when.

4. Product Vision and Goals

Vision

Give the Mitanin Trainer and the ANM a simple mobile interface to review and approve Mitanin incentive claims every month, with clear accountability for each decision.

Goals

Category	Goal	Description
Process Digitisation	Digitise incentive verification	Replace the manual, paper based verification process with a fully digital workflow for the Mitanin Trainer and the ANM.
Operational Efficiency	Reduce verification turnaround	Minimise the time between a Mitanin's submission and the ANM's final decision.
Accuracy and Compliance	Improve verification accuracy	Reduce manual errors through structured review by both the Mitanin Trainer and the ANM.
Transparency and Audit	Enable audit ready verification	Every decision by the Mitanin Trainer and the ANM is traceable, with identity, timestamp, and reasons where applicable.
Adoption	Track usage of the module	Percentage of monthly claims verified digitally, and average turnaround time at each stage.

5. User Personas

5.1 Mitanin Trainer (MT)

Reviews four specific incentive activities that she can personally confirm through her regular fieldwork with the Mitanins she trains.
Cannot approve or reject a Mitanin's overall monthly claim. Her decision is limited to the four activities in her remit.
Expected to act within 24 hours of a Mitanin's submission or resubmission.
Uses a smartphone as her primary device, with limited time between field visits.

5.2 ANM

Final approving authority for each Mitanin's whole monthly claim.
Reviews every activity the Mitanin has claimed, and can see whether the Mitanin Trainer has approved the four activities in her remit.
Approves or rejects the whole month's claim in a single decision.
Facility based, manages claims for all Mitanins mapped to her.

6. Scope

In Scope (Phase 1)

Separate, role based login for the Mitanin Trainer and the ANM.
Mitanin Trainer dashboard and activity level review for the four defined activities.
ANM dashboard, drill down list, and month level approval or rejection.
Status tracking, notifications, and audit logging for both roles.

Out of Scope

Recalculating or editing incentive amounts.
Payment disbursement.
Web portal access.
Any verifying role other than the Mitanin Trainer and the ANM. There is no additional layer between the ANM and final processing.

7. Roles and Verification Model

This module uses two roles instead of one, and they do not have the same authority.

Role	What they review	What they can decide	When it applies
Mitanin Trainer	The four named activities listed in Section 8, when claimed by the Mitanin that month	Approve or reject each of those four activities. Cannot act on any other activity, and cannot approve or reject the whole month's claim	Only when a Mitanin's monthly claim includes one or more of the four activities
ANM	Every activity the Mitanin has claimed for the month	Approve or reject the whole month's claim in one decision	Every month, for every submitted claim. This is the only route to final approval

The ANM's decision on a claim becomes available only once the Mitanin Trainer has approved the four activities, if the Mitanin claimed any of them that month. This is not a limit on the ANM's authority. It simply means the ANM reviews a claim once the specific activities the Trainer can personally vouch for have already been checked. If a Mitanin's claim does not include any of the four Trainer activities, the ANM can review and decide on it without waiting on the Mitanin Trainer at all.

8. The Four Mitanin Trainer Activities

The following four incentive activities fall within the Mitanin Trainer's review. All four are meeting attendance or self reporting activities rather than clinical or beneficiary linked ones, which fits the Trainer's role: she can personally confirm attendance at these meetings and the completeness of the register during her own fieldwork with the Mitanin, unlike clinical activities such as antenatal visits or immunisation records.

S.No	Activity	Rate	Category
23	Attending monthly cluster meetings of Mitanins	Rs. 150 per case	Village Health Meetings
24	Organising and attending monthly meetings of the Village Health, Sanitation and Nutrition Committee (VHSNC)	Rs. 150 per meeting	Village Health Meetings
25	Filling prescribed information in the Mitanin register	Rs. 500 per month	Mitanin Register and Reporting
40	Filling 5 prescribed types of information in the Mitanin register	Rs. 1,000 per month	Mitanin Register and Reporting

9. Timelines and Cut off Dates

Stage	Timeline
Mitanin submission window	1st to 3rd of every month
Mitanin Trainer review window	24 hours from the moment a Mitanin submits, or resubmits, a claim that includes one or more of the four Trainer activities
ANM review and approval	By the 5th of every month, regardless of when the Mitanin Trainer's review is completed within that window

Because the Mitanin Trainer's 24 hour window sits inside the ANM's overall cut off, a Mitanin who submits close to the 3rd leaves less time for the ANM to act. This document does not change the submission window or the ANM's due date; both roles are expected to act well within their own windows so the ANM still has enough time to review.

10. Mitanin Trainer Workflow

10.1 Login

The Mitanin Trainer is issued her own username and password, separate from the Mitanins and separate from the ANM. Logging in takes her directly to her own dashboard. She only sees the Mitanins mapped to her own geography.

10.2 Dashboard

The dashboard header shows the Mitanin Trainer's name and ID. It includes a month selector, defaulted to the current month, and a filter for the villages or clusters mapped to her, along with a search box for finding a Mitanin by name.

The dashboard shows the following counts for the selected month: Total Mitanins mapped to her, Activities Awaiting Her Review, Activities Approved, Activities Rejected (sent back to the Mitanin for correction), and Mitanin Unclaimed. These counts are based on claimed instances of the four Trainer activities, not on the Mitanin's overall status.

10.3 Mitanin Listing

Tapping into the dashboard shows Mitanins grouped by village or cluster, each with a short status label describing where her four activities currently stand: Awaiting Review, Approved, Rejected (awaiting the Mitanin's correction), or Not Applicable if she did not claim any of the four activities that month.

10.4 Activity Review and Approval

Opening a Mitanin shows her full monthly claim for context, with every activity she has claimed listed by category, serial number, activity name, number of claims, and amount, in read only form. Only the four Trainer activities, when claimed, carry an action: Approve or Reject.

Approving or rejecting one of these activities is final once submitted. The Mitanin Trainer cannot change her own decision afterward. A decision can only be reopened in two situations: the Mitanin corrects and resubmits after a Trainer rejection, in which case the Trainer reviews the corrected activity again, or the ANM later rejects the whole month's claim, in which case the whole claim, including these four activities, comes back to the Mitanin Trainer for a fresh review.

Rejecting one of the four activities opens a short reason field and sends only that activity back to the Mitanin for correction. It does not affect any of the Mitanin's other claimed activities, and it does not require the Mitanin to resubmit her entire month's claim, only the rejected activity.

10.5 Status Transitions for the Mitanin Trainer

A claimed instance of one of the four activities starts as Awaiting Review.
The Mitanin Trainer approves it, and it becomes Approved. This is final unless the whole month's claim is later rejected by the ANM.
Or the Mitanin Trainer rejects it, and it becomes Rejected, returning to the Mitanin for correction. Once the Mitanin resubmits, it returns to Awaiting Review for the Mitanin Trainer.

10.6 Notifications to the Mitanin Trainer

When a Mitanin submits, or resubmits, a claim that includes one or more of the four Trainer activities. This starts her 24 hour review window.
A reminder 6 hours before her 24 hour window ends, if she has not yet approved or rejected the activity.

11. ANM Workflow

11.1 Login

The ANM is issued her own username and password, separate from the Mitanins and the Mitanin Trainer. Logging in takes her directly to her own dashboard, scoped to the Mitanins mapped to her.

11.2 Dashboard

The dashboard header shows the ANM's name and ID, a month selector defaulted to the current month, a geography filter, and a search box for finding a Mitanin by name. Tiles show the count of Mitanins in each of the five statuses defined in Section 13: Verified, Pending, Overdue, Rejected, and Mitanin Unclaimed, along with a Total Mitanins tile.

11.3 Mitanin Listing

A grouped list of Mitanins by facility or geography, each with a status pill showing Verified, Pending, Overdue, Rejected, or Unclaimed for the selected month.

11.4 Monthly Detail and Approval

Opening a Mitanin shows every activity she has claimed for the month, grouped by category. Each category header shows the number of activities and the total amount claimed, and expands to show each activity's serial number, name, number of claims, and amount. On the four Trainer scoped activities, a short label shows whether the Mitanin Trainer has approved them, and when.

A single footer lets the ANM approve or reject the whole month's claim. Approve and reject apply to every activity claimed that month in one action. The approve action is available once the Mitanin Trainer has approved every one of the four activities the Mitanin claimed that month. If any of them are still awaiting the Trainer's decision, the approve action stays unavailable, with a short note explaining that it is waiting on the Mitanin Trainer. The reject action is always available to the ANM, whether or not the Mitanin Trainer has finished her review.

11.5 Rejection

Rejecting opens a short list of standard reasons, such as incomplete documentation, incorrect data, duplicate claim, or ineligible activity, with an option for other reasons that requires a written remark. Submitting sends the whole month's claim back to the Mitanin along with the reasons given.

11.6 Beneficiary Level Detail

For activities linked to individual beneficiaries, tapping the activity row opens a read only screen listing each beneficiary's details and the amount claimed for that beneficiary. This screen has no actions available on it.

11.7 Status Transitions for the ANM

A submitted claim starts as Pending.
The ANM approves it, and it becomes Verified. This is final.
Or the ANM rejects it, and it becomes Rejected, returning to the Mitanin for correction.
A Pending claim becomes Overdue once the ANM's due date, the 5th of the month, passes without a decision.

11.8 Notifications to the ANM

When the Mitanin Trainer approves the four activities and the claim becomes available for her review.
A reminder 6 hours before her own due date, the 5th of the month, if the claim is still pending her decision.
When she rejects a claim, confirming it has been sent back to the Mitanin.
When a Mitanin resubmits a claim following a rejection, once the Mitanin Trainer has approved the four activities again.
When she gives her final approval, confirming the claim is Verified and has moved forward for processing.

12. Shared Screens

Profile: both roles have a read only profile screen showing name, role, employee ID, mobile number, and mapped geography.
Navigation: both roles have a side navigation menu with Home, Profile, Sync, Help and Support, account actions, and Logout.

13. Status Lifecycle and Workflow

13.1 Statuses

Status	Meaning
Mitanin Unclaimed	The Mitanin has not submitted a valid claim for the month by the ANM due date (the 5th). This also applies when a claim was sent back for correction and the Mitanin never resubmitted it in time.
Pending	The claim has been submitted and is awaiting a decision, either from the Mitanin Trainer on her four activities, or from the ANM on the whole month, whichever stage the claim is currently at.
Overdue	The claim is still Pending after the ANM due date (the 5th) has passed.
Rejected	The ANM has rejected the whole month's claim and sent it back to the Mitanin for correction.
Verified	The ANM has approved the whole month's claim. The claim is final and moves forward for processing.

13.2 Standard Flow

Mitanin submits before the 3rd

-> Mitanin Trainer's 24-hour review window starts

-> Mitanin Trainer approves the four activities (if claimed)

-> Claim becomes available for the ANM

-> ANM approves the whole month's claim

-> Claim is verified, incentive is approved and moves forward for processing

13.3 If the Mitanin Trainer Rejects One of Her Four Activities

Step	What happens
1	Mitanin submits her claim.
2	Mitanin Trainer rejects one of the four activities within her 24 hour window.
3	Mitanin has 24 hours to correct and resubmit that activity.
4	Mitanin Trainer reviews the correction and approves it.
5	Claim proceeds to the ANM as in the standard flow.

13.4 If the ANM Rejects the Whole Month's Claim

Step	What happens
1	ANM rejects the claim. It is sent back to the Mitanin along with the reasons.
2	Mitanin must resubmit the whole claim before the ANM's due date, the 5th, for it to be considered again.
3	If resubmitted in time, the Mitanin Trainer reviews and approves the four activities again on the new submission.
4	Once approved, the claim becomes available to the ANM again, who gives the final decision.
5	If the Mitanin does not resubmit before the due date, the claim for that month becomes Mitanin Unclaimed.

14. Business and System Logic

Area	Rule
Mitanin Trainer decision finality	Approving or rejecting one of the four activities is final once submitted. It can only be reopened if the Mitanin corrects and resubmits after a rejection, or if the ANM later rejects the whole month's claim.
ANM decision mode	One decision covers every activity claimed that month. There is no per activity approve or reject for the ANM.
Resubmission after a Mitanin Trainer rejection	The Mitanin must correct and resubmit within 24 hours for the Mitanin Trainer to approve it.
Resubmission after an ANM rejection	The Mitanin must resubmit the whole claim before the ANM's due date. If resubmitted in time, the Mitanin Trainer reviews the four activities again before the ANM gives her final decision.
Cut off and Overdue	The ANM's due date, the 5th of the month, does not change based on how long the Mitanin Trainer's review takes. A claim becomes Overdue once the 5th passes while still Pending, regardless of which stage caused the delay.
Escalation	Escalation relies mainly on the notifications defined in Sections 10.6 and 11.8, timed to give both roles enough warning. Escalation to the Medical Officer by SMS or WhatsApp remains available as a fallback, but is expected to be rarely needed if these notifications are followed.
Incentive freeze	Once the ANM approves a month's claim, all figures for that Mitanin's month become final and cannot be changed.
Concurrency	If the underlying claim changes while a screen is open, the user is asked to refresh before taking any action.

15. Data and Audit Requirements

Attribute	Description
Mitanin Trainer ID	Identifier of the Mitanin Trainer performing the action
ANM ID	Identifier of the ANM performing the action
Mitanin ID	Identifier of the Mitanin whose claim is being reviewed
Activity ID	Identifier of the specific activity, recorded for Mitanin Trainer actions since these are activity level decisions. Not required for the ANM's whole month actions
Action Type	Trainer Approve Activity, Trainer Reject Activity, ANM Approve Month, or ANM Reject Month
Timestamp	Date and time the action was performed
Remarks	Reason given, where applicable

16. Security and Access Control

The Mitanin Trainer and the ANM each log in with their own username and password and only see the Mitanins mapped to their own geography.
The Mitanin Trainer's access is limited to the four named activities. She cannot open or act on any other activity, and cannot act on the whole month's claim.
The ANM has access to every activity claimed by the Mitanins mapped to her, and is the only role that can give the final month level decision.

17. Assumptions and Items for Confirmation

This document assumes the following, and it would help to confirm these with the program team before development begins.

Mitanin Trainer rejection not corrected in time: If a Mitanin does not correct and resubmit a Mitanin Trainer-rejected activity within 24 hours, this document assumes the claim continues toward the ANM's existing due date, and the Overdue and Mitanin Unclaimed rules in Section 13.1 apply exactly as defined, without any separate rule for this specific situation.